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July 2002 SoM/OFPM - vfj

MedSUFED Download Report Training Spring 2003 Stanford University School of Medicine Office of Facilities Planning & Management Instructor: Vivian Jones. July 2002 SoM/OFPM - vfj.

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July 2002 SoM/OFPM - vfj

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  1. MedSUFED Download Report Training Spring 2003 Stanford University School of Medicine Office of Facilities Planning & Management Instructor: Vivian Jones July 2002 SoM/OFPM - vfj

  2. The MedSUFED Download Report provides you with various reporting options that are not offered in other MedSUFED reports. The different options allow a user with a single or multiple department codes greater flexibility in collecting space data for any day back to September 1, 1992. Here is a list of options available… • Report Options: • Report by Department, one building, and date • Report by Division, one building, and date • Report by Department, all buildings, and date • Report by Division, all buildings, and date • The download report contains snapshot data on use and square footage as of the day the report is run or any • day previous to that day within the current fiscal year. July 2002 SoM/OFPM - vfj

  3. MedSUFED Report Screen MedSUFED Download Report is run from the MedSUFED system in PRISM. Users must first go to reporting (F7), then do the following: Select Download report (# 2) July 2002 SoM/OFPM - vfj

  4. Download Welcome Screen MedSUFED Download Report provides you with the features you need to satisfy the following basic business needs. You will be able to address the following: Identifies a particular School of Medicine space determined by an entry in the parameter screen. July 2002 SoM/OFPM - vfj

  5. Parameter Screen • 1. The date will default to TODAYS date or select any date after 9/1/92. • 2. Place the building number in the “Building “ field (for a list of building numbers, type ‘help quad 07’ in MedSUFED at the Response line). Or leave this field blank for all buildings in MedSUFED • 3. Place the Department or Division Code you are reporting on in the “Department” field or leave blank for all departments in MedSUFED • The “Title” is optional, if you want your report titled, place a title in this field 4.Type “Ok” or “F5” to continue report selection July 2002 SoM/OFPM - vfj

  6. Downloading the Report The Download Report is now set and ready for you to download Hit the f9 key or type ‘print’ at the response line July 2002 SoM/OFPM - vfj

  7. Print Options Note: Mac users can not place file names in this field The Download Report can be downloaded to an Excel spread sheet or you can print or email the report. The above example shows that the report will be downloaded and saved. Now type ‘f5’ at the Command line. July 2002 SoM/OFPM - vfj

  8. Download Saving Files to Your Computer - Mac User Save the file to your hard Drive. This file was saved on the desktop under the Name ‘download.’ Note: The computer type used to save this file was a Mac. July 2002 SoM/OFPM - vfj

  9. 1. Open MS Excel 2. Under ‘File’ choose‘Open’ 3. The ‘Select a document’ box will appear (see below) 4. Click with your mouse once on your file that you saved from MedSUFED (download) 5. The ‘Text Wizard Import’ box will open Download Opening the Download Report in Excel - Mac Users July 2002 SoM/OFPM - vfj

  10. Opening the Download Report in Excel - Mac Users Note: Make sure the Delimited button is checked. 6.Click ‘next’ in the ‘Text Import Wizard’ Note: nothing else needs to be done in this step of the Text Import Wizard. July 2002 SoM/OFPM - vfj

  11. Opening the Download Report in Excel - Mac Users Note: Click the “other” Delimiters and place an asterisk (*) in the box next to it. 6.Click ‘next’ in the ‘Text Import Wizard’Note: nothing else needs to be done in this step of the Text Import Wizard. July 2002 SoM/OFPM - vfj

  12. Report Saved to Computer PC Users After the file has been saved, the system will inform you that the document was saved and the location of the saved file. You can now go in to EXCEL and open the document. July 2002 SoM/OFPM - vfj

  13. Saving Files to Your Computer PC Users Save the file to your hard drive. This file was saved in a file called “OFPS” under the Name ‘download.’ Make sure the “All Files” box is chosen. July 2002 SoM/OFPM - vfj

  14. Opening the Download Report in Excel PC Users 1. Open MSExcel 2. Under ‘File’ choose ‘Open’ 3. The ‘Select a document’ box will appear (see below) 4. Click with your mouse once on your file that you saved from MedSUFED (download) 5. The ‘Text Wizard Import’ box will open July 2002 SoM/OFPM - vfj

  15. Download Report in Excel Now you can sort the data, remove fields, etc to best fit your needs. The report contains snapshot data on use and square footage as of the day the report is run. July 2002 SoM/OFPM - vfj

  16. Report Help Screens To view the Help Screen for the Download Report, at the command line type ‘help download report’ and the following screen will appear. Each heading has a definition explaining that topic. July 2002 SoM/OFPM - vfj

  17. Example of PivotTables The Download report can be summarized into an Excel Pivot Table to see different summaries of the source data or display areas of interest. (Always Bldg. By Individual Responsible).

  18. Example of Pivot Table Department of Surgery all Buildings

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